Norwich High School for Girls
Job Description
Role
Examinations Officer
Job purpose
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To be responsible for the administration, organisation and smooth running
of public and school examinations.
To develop and implement a policy for Public Examinations in keeping with
the latest procedures and requirements established by JCQ and exam
boards.
To assist the ICT Manager with the development of, and the effective use
of the SIMS database with respect to academic data.
To assist the Deputy Head (Academic) in providing statistical information
required to analyse the results of internal and public examinations.
Accountable to:
Deputy Head Academic
Accountable for:
Assistant Examinations Officer
Accountabilities
Ensure that Internal examinations, Entrance exams, International entrance
exams, Baseline assessments, University Aptitude Tests, A, AS levels and
GCSE’s are administered efficiently and with scrupulous integrity.
Public Examinations (Entrance tests, Baseline assessments, University
Aptitude Tests, A, AS levels and GCSE)
To be responsible for:
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Collecting candidate and subject information from students and
teachers.
Entering candidates for all external public examinations and tests.
Carrying out all the administration connected with the conduct of
external examinations including the checking of invoices as they arrive
and arrange for prompt payment.
Organising the setting up of examination room in accordance with the
examination board regulations.
To liaise with the Premises Department and Director of Finance and
Operations on rooming.
To be present at the start and end of examinations to ensure a smooth
start and finish to each session.
Ensure that girls who become ill during exams receive medical
attention and are properly cared for and that special consideration is
requested from exam boards.
Using and maintaining ‘Examination Organiser’ module on Sims.net.
Arranging for fees to be collected from students, where relevant.
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To liaise with Deputy Head (Academic) and parents of girls who wish to
be entered privately for public examinations, ensuring that the
appropriate form is completed and the Head’s permission is sought.
Ensuring candidates and staff are kept informed of all entries, exam
board requirements, examination dates and times, changes and
updates.
Resolving clashes.
Ensuring that all staff are up to date on regulations for
coursework/controlled assessments, access arrangements, exam entry
and invigilation.
Maintaining a list of taught specifications by departments.
Ensuring candidates and staff know deadlines and costs of post-result
services, making applications for these in line with examination board
regulations.
Responsible for organising all post exam session enquiries and
remarks.
Liaising with SENCO in order to agree arrangements for timetable
variations, extra time and other special requirements with candidates,
their parents and examination boards.
Agreeing dates of oral and practical examinations and the preparation
of these with Heads of Department and other relevant staff.
Checking and ensuring the security of all examination papers and
related materials from their arrival in school until the published time of
the examinations.
Collecting all completed examination papers and preparing for sending
to examination boards, which may require late finish times during
public examination periods.
Supervising the posting of coursework, oral and practical examinations
to examination boards.
Working out and maintaining the invigilation schedule for all public
examinations.
Managing the team of external Invigilators. Ensuring that all
invigilators have received a full written and verbal briefing.
Making arrangements, in conjunction with the Deputy Head and
relevant Heads of Years, for the publication of results to examination
candidates on the relevant results days.
Entering results on pupil records, and maintaining files.
Arranging distribution of examination certificates.
Ensuring that all examinations regulations are adhered to at all times
by all staff and pupils.
Arranging for examination briefings for students on coursework and
examination regulations in conjunction with Heads of Years.
To liaise with the Deputy Head to investigate complaints or accusations
of misconduct.
To send off returns on public exam results as required to the CEM
Centre, ISI and GDST.
To liaise with the Deputy Head (Academic) to produce an analysis of
examination results.
The Examinations Officer must be present during the weeks of the
examination results publication.
Internal Examinations
To be responsible for:
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Liaise with the Deputy Head (Academic) and Heads of Years to
communicate dates of internal examination sessions to staff, girls and
parents.
To liaise with all Heads of Departments to ascertain internal
examination requirements and hence write and publish, in good time,
the examination timetable for all internal examinations and mock
examinations.
To liaise with the Caretaking Department and Heads of Year on
rooming and ensure that they are fully equipped.
To work out and maintain the invigilation schedule for all school
examinations.
To liaise with SENCO regarding pupils requiring special arrangements,
for example, extra time and computers and ensure that invigilators are
aware of those needs.
Managing a team of external Invigilators as necessary. Ensuring that all
invigilators have received a full written and verbal briefing.
To liaise with the Deputy Head (Academic) to produce an analysis of
examination results.
The Examinations Officer must ensure that he/she is on the School
premises throughout all written, oral and practical examinations.
General
 General admin duties as required; to include development and
maintenance of the SIMS database.
Training & development of self and others
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Regularly review own practice, set personal development targets and
take responsibility for own continuous professional development.
Supporting the work of the GDST
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General
requirements
Develop strong, positive relationships with GDST colleagues,
contribute to collaborative work across GDST Schools and support
other staff in participating in GDST work, in order to develop and share
best practice.
All school staff are expected to:
a. Work towards and support the school vision and the current school
objectives outlined in the School Development Plan.
b. Support and contribute to the school’s responsibility for
safeguarding students.
c. Work within the school’s health and safety policy to ensure a safe
working environment for staff, students and visitors
d. Work within the GDST’s Diversity Policy to promote equality of
opportunity for all students and staff, both current and prospective.
e. Maintain high professional standards of attendance, punctuality,
appearance, conduct and positive, courteous relations with
students, parents and colleagues.
f. Engage actively in the performance review process.
g. Adhere to policies as set out in the GDST Council Regulations,
ORACLE and GDST circulars.
h. Undertake other reasonable duties related to the job purpose
required from time to time.
i. Be a positive role model to staff and pupils.
j. Adhere to the school Code of Conduct for staff.
Review and
amendment
Remuneration
This job description should be seen as enabling rather than restrictive
and will be subject to regular review.
Grade 4 – term time plus 3 weeks
Salary range GDST Grade 4 (£21,960 to £31,371) dependent on
experience and ability.
Pro rata £18,328 to £26,183
Person Specification
Skills Required
Excellent interpersonal and communications skills including the ability to relate
well to people on all levels with sensitivity, tact and diplomacy
First class organisational and administrative skills, with the ability to remain calm
under pressure and work to tight deadlines; systematic in approach to tasks, with
attention to detail
Evidence of a pro-active approach to planning and prioritising work, with the
ability to use initiative appropriately and maintain a high work rate
Excellent ICT skills e.g. confident and adept in use of Microsoft applications e.g.
Word, Excel and database input
Excellent command of written and spoken English
Good telephone manner and ability to deal with callers and visitors in a calm and
courteous way
Excellent numeracy skills, including the ability to analyse and present statistical
information with confidence
Accuracy and attention to detail
Knowledge Base
Knowledge of office management processes
Knowledge of safeguarding issues.
An understanding of the principles of marketing
Experience
Evidence of substantial administrative experience in a complex organisation
Previous experience of working in a complex, busy, service-driven environment
Experience of working in a school environment and the Examinations Process
Experience of managing a database e.g. SIMS in a commercial / educational
environment
Attitude/approach
A high level of personal integrity, with proven experience of handling sensitive
situations with tact and diplomacy and with complete respect for confidentiality.
An understanding of the stress felt by parents during the Examinations Process
Honesty, energy, stamina, enthusiasm,
A willingness to give generously of their time to support school events and
activities
An enjoyment of working with and being in the company of children
Professional but friendly demeanour in relating to all members of the school
community
Well-groomed, with dress standards and appearance appropriate to the role
Flexible and able to work as part of a team
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